How to create a new Workflow
This guide will explain how to create a new Workflow.
Depending on your local authority guidelines, you may be required toÌýcomplete a workflowÌýbefore a plan can be assigned to a pupil. Provision Map allows you to complete and document the workflow process withÌýWorkflows.
Setting up workflows
By default, workflows will not appear as an option in your school’s Provision Map account.
Once we have activated Workflows for your school’s account, mouse over theÌýAdminÌýtab and selectÌýSchool settingsÌýfrom the drop down menu.
You will be presented with theÌýSchool DetailsÌýsection, which contains a list of settings that control various features in your school. SetÌýWorkflowsÌý³Ù´ÇÌýYes.
Staff members will now be able to start workflows for individual pupils.
Creating a new workflow for a pupil
When viewing a pupil’s individual profile, you will now see a section labelledÌý°Â´Ç°ù°ì´Ú±ô´Ç·ÉÌýin the left hand side navigation menu.
In this section, you will be presented with a list of the pupil’s workflows. This includes completed workflows, the active workflow and any partially completed workflows.
Select the workflow template of your choice from the drop down menu and click on theÌýStart workflowÌý²ú³Ü³Ù³Ù´Ç²Ô.
If the pupil already has an active workflow, a confirmation popup will appear. Click on theÌýOKÌýbutton to continue.
The selected workflow template will be displayed below the pupil’s workflow list. Fill in the form provided, the contents of which may vary depending on the workflow template selected.
Once you have fully completed a step of the selected workflow, you will be able to move on to the next step. Click on theÌýContinueÌýbutton to begin the next step.
If you have moved on to another step, you can return to the previous step by clicking on theÌýBackÌý²ú³Ü³Ù³Ù´Ç²Ô.
Your overall progress in completing the workflow is shown above the form, where completed steps are displayed in colour.
Once you have reached the final step, theÌýContinueÌýbutton will change into aÌýComplete WorkflowÌý²ú³Ü³Ù³Ù´Ç²Ô.
Please Note: Once a workflow has been marked as completed, you will be unable to make additional changes.
A confirmation popup will appear asking you to confirm your choice. Click on theÌýOKÌýbutton to continue.
AÌýgreen confirmation bannerÌýwill appear, indicating that the selected workflow has been successfully completed.
The completed workflow will have theÌýDate completedÌý²¹²Ô»åÌýCompleted byÌýfields populated in the workflow list, and it will becomeÌýinactive.
Printing a workflow
As progress is made on a workflow, you can generate a printable copy as a PDF.
To print a workflow, click on theÌýthree dots menuÌýfor the incomplete workflow of your choice.
Next, selectÌýDownload printable workflowÌýfrom the list of available options.
A PDF copy of the workflow will be generated.
If files have been uploaded to the selected workflow, click on theÌýDownload attachments to zip fileÌýbutton to generate a copy of the files within one folder.
